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Non-Instructional PRP Instructions and Form Links

Links: Annual PRP Zoom Training Recording (September 17, 2020 Training)

  Comprehensive PRP Zoom Training Recording (September 22, 2020 Training)

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Purpose

The institution assesses progress toward achieving stated goals and makes decisions regarding the improvement of institutional effectiveness in an on-going and systematic cycle of evaluation, integrated planning resource allocation, implementation, and re-evaluation. Evaluation is based on analyses of both quantitative and qualitative data.

There are two types of forms for: 1) instructional programs,  and 2) non-instructional departments. Both instructional and non-instructional program review includes either a set of comprehensive prompts in year one of the three-year cycle, or annual prompts for years two and three of the review cycle.

Process

Changes this year:

  • To ensure consistency, the Non-Instructional PRP has been programmed using the same form software used to create the Instruction PRP.
  • The Resource Request section has significant changes designed to help the college align PRPs with resource allocation.

To complete the program review process:

  • Directors/Managers from each program/unit will receive an email with a link to either the Comprehensive or Annual PRP form.
  • Directors/Managers will forward the link to the designee responsible for completing the PRP.
  • Once the form is complete and submitted, a copy of the form will be shared with Directors/Managers and/or VPs for review and feedback.
Decorative - Student giving presentation

Instructions and Resources

To complete a program review, complete the steps below. Click on each step for helpful information and resources.

For 2020-21, non-instructional areas not listed under the Comprehensive list  below will complete an Annual Update this year.

For 2020-21, the following non-instructional areas will complete a Comprehensive Non-instructional Program Review and Plan:

Finance and Administrative Services:

  • FAS – Business and Contract Services
  • FAS – Division Office
  • FAS – Fiscal Services

Instruction:

  • CCC-Tech-Connect
  • Instructional Services Division Office
  • Escondido Education Center

Student Services:

  • Dual Enrollment
  • Financial Aid & Scholarships
  • Student Success and Engagement
  • Veterans Services

 

PRP data needed to complete the 2020-2021 form can be accessed through the links below. Data can then be filtered as appropriate.

You may access all of your unit SAOs and related information through Nuventive Improve. Instructions to access the appropriate ad-hoc report for your unit will be posted here soon. In the meantime, contact Marti Snyder with questions about unit SAOs or to request a full report of SAO assessments, assessment methods, results, etc.

Palomar College uses Nuventive Improve as our official repository for tracking Student Learning Outcomes (SLO) and Service Area Outcomes (SAO) assessment cycles.

Your non-instructional form includes instructions and links on how to access Nuventive Improve and enter/update SAO information into the system. It also includes useful links for defining and articulating SAOs.  Please contact Marti Snyder or Michelle Barton if you need assistance.

The PRP calls for a three-year budget review by each program/unit. A special report has been created to access the required budget information. To access the report, log in to PeopleSoft Financials through the Palomar Single Sign On. Follow the directions below to run the required reports and use them to answer the questions in the Resources section for the PRP.

How to Request the Available Budget Report

Forms

The best Program Review and Planning documents are created through a collaborative effort! We ask that units engage their staff in completing their reviews. Departments may take different approaches to completing their reviews.

Consistent with Instructional program review, non-instructional units will complete their program review through Cognito Forms. This is a traditional online form with a single URL for all users. Once you being to input data and save your progress, you will be given a link that is unique to your work-in-progress PRP, and you will be prompted to enter your email address so the link can be sent to you. You will use this link to access your form at a later date/time to continue progress. You may share your PRP document with others by sending the link to the form.

image of and link to PRP form

Progress to the form does not save automatically and must be saved by clicking  SAVE  . When you opt to save, the form will issue a custom link that you can use to access your saved information upon return to the form. A link to the form may also be shared with others for collaboration or review. Once the form is complete, click  SUBMIT .

Warnings:
Be sure to save the form often to ensure no entered data is lost.
Forms do not allow for simultaneous work from different computers. However you may collaborate/share through Zoom or Teams meeting.

SAO Refresh

Palomar College has adopted Nuventive Improve (TracDat) as our official repository for tracking Student Learning Outcomes (SLO) and Service Area Outcomes (SAO) assessment cycles.

This year as part of EVERYONE’s noninstructional program review and planning work, we are asking that all units update their current SAOs assessment cycles and enter this information into TracDat. For some, that might mean refining our current SAOs and assessments. For others, that might mean defining new Service Area Outcomes.

Your non-instructional form includes instructions and links on how to access TracDat and enter SAO information into the system. It also includes useful links for defining and articulating SAOs. Finally, IR&P is coordinating an SAO support team to help units complete this work. Please contact Marti Snyder or Michelle Barton if you need assistance.

Forms

Departments or disciplines that did not complete a PRP last year will click on the form at right to begin with a blank PRP form. Departments or disciplines that completed a PRP in the previous year will receive a pre-populated fom via email.

Progress to the form will be saved by clicking  SAVE  and may be accessed upon return to the form. A link to the form may also be shared with others for collaboration or review.
Once the form is complete, click  SUBMIT .
Warnings:
Be sure to save the form often.
Forms do not allow for simultaneous work from different computers.

REQUIRED 2020-2021 Non-Instructional PRP Training Sessions (Zoom)

Three training sessions have been scheduled to review the PRP forms. ALL managers/directors responsible for completing a PRP are required to attend a ZOOM training session.  The Vice Presidents have designated who is responsible for completing the various PRPs for their divisions.

Registration and login for the sessions can be completed in the 3PD Portal  TRAININGS (use your login and password to access).
Videos will be made available after the training. Dates for the Non-Instruction PRP forms are as follows:

Training Session Dates Times
ANNUAL PRP 9/15/2020 11:30 a.m. – 1:00 p.m.
9/17/2020 10:00 a.m. – 11:30 a.m.
COMPREHENSIVE 9/22/2020   2:00 p.m. – 3:30 p.m.

 

Timelines

 

TASK ASSIGNED  TO START DUE DATE
Program Review and Planning
PRPs rolled over and send to each discipline/Data released for PRP work and Departments complete PRPs Department 9/1/2020 10/16/2020
Department Chairs review PRPs and submit to Deans Chairs 10/16/2020 10/30/2020
Deans for review PRPs and provide feedback Deans 10/30/2020 11/6/2020
IPC groups review Comprehensive PRPs and provide feedback IPC Groups 11/6/2020 11/27/2020
Departments may make changes per feedback Department 11/27/2020 12/4/2020
VPI Reviews PRPs VPI 12/4/2020 12/18/2020

 

Purpose of Program Review and Planning

Community Colleges assess progress toward achieving stated goals and makes decisions regarding the improvement of institutional effectiveness in an on-going and systematic cycle of evaluation, integrated planning resource allocation, implementation, and re-evaluation.  At Palomar, we call this Program Review and Planning.

All units, including instructional and non-instructional engage in a three-year planning and review cycle.  The three-year cycle includes a comprehensive review and plan development in year one followed by annual updates in years two and three.

This webpage provides the information and directions for completing non-instructional program reviews.

Which PRP am I doing, Comprehensive or Annual Update?

For 2019-20, the following areas will complete a Comprehensive Non-instructional Program Review and Plan:

  • All non-instructional areas in Student Services
  • Palomar College Foundation
  • Public Affairs Office
  • Superintendent/President’s office

For 2019-20, the following areas will complete their Year Two Annual Update:

  • All units in Finance and Administrative Services
  • All non-instructional units in the Division of Instruction
  • Human Resource Services
  • Institutional Research and Planning

How do I Start?

  1. A designee from each department will receive an email from Marti Snyder, from the Office of Institutional Research and Planning.
  2. The email will includes a link to your Non-instructional PRP form in SharePoint.
  3. When you click on the link, you be required to sign in with your Palomar user name and login.
  4. Once you open your form, you will find it includes instructions for completing it.

Sharing the PRP form

The best Program Review and Planning documents are created through a collaborative effort!  We ask that units engage their staff in completing their reviews.  Departments may take different approaches to completing their reviews.

You can share your PRP document with others who will be editing and entering information.
1) From SharePoint, hover over the mouse to the left of the document and select it.
2) Select “Share” from the toolbar above and list the emails of those you would like to work on the document.   You can also add a message from this process.

SAO Refresh

Palomar College has adopted Nuventive Improve (TracDat) as our official repository for tracking Student Learning Outcomes (SLO) and Service Area Outcomes (SAO) assessment cycles.

This year as part of EVERYONE’s noninstructional program review and planning work, we are asking that all units update their current SAOs assessment cycles and enter this information into TracDat.  For some, that might mean refining our current SAOs and assessments.  For others, that might mean defining new Service Area Outcomes.

Your non-instructional form includes instructions and links on how to access TracDat and enter SAO information into the system.  It also includes useful links for defining and articulating SAOs.  Finally, IR&P is coordinating an SAO support team to help units complete this work.  Please contact Marti Snyder or Michelle Barton if you need assistance.

 

Timelines

Comprehensive Update Program Review Timeline

STEPS Completion By Date
1.      Receive email and form September 30, 2019
2.      Training available for departments October 15, 2019
3.      Departments/Units submit completed forms to their Vice President or Superintendent/President November 14, 2019
4.      Vice Presidents/Supt President review completed forms and provides feedback. November 29, 2019
5.      Planning Councils review outcomes of the Program Reviews and Plans December 11, 2019
6.      Divisions establish priorities for upcoming budget year based on Program Reviews and Plans February 15, 2019

 

 

Annual Update Program Review Timeline

STEPS Completion By Date
1.      Receive email and form September 30, 2019
2.      Training available for departments October 15, 2019
3.      Departments/Units submit completed forms to their Vice President or Superintendent/President November 07, 2019
4.      Vice Presidents/Supt President review completed forms and provides feedback. November 29, 2019
5.      Planning Councils review outcomes of the Program Reviews and Plans December 11, 2019
6.      Divisions establish priorities for upcoming budget year based on Program Reviews and Plans February 15, 2019

 

Helpful Resources to Support Program Review

 

 

 

 

 

 

 

 

 

Non-Instructional Program Review Timeline

TASK* START DUE DATE
Units Complete PRP (annual or comprehensive) 9/14/2020 10/30/2020
Immediate Supervisors Review 10/30/2020 11/06/2020
Units Revise as necessary 11/06/2020 12/7/2020
VPs Review 12/7/2020 12/18/2020

*All requests for Technology will go through an institutional technology review process.  If you request a technology item, the PRP form will describe the process.

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